Enter a purchase requisition

Find this screen

Open: Purchase Orders > Enter Purchase Requisition in the Self Service web app.

Open: Purchase Orders > Purchase Requisitions > Enter Purchase Requisition in the Sage 200 desktop.

Watch a video

Enter a purchase requisition (video)

How to

Enter a new requisition

  1. Add a line to the requisition for each item that you want.

    Item *

    Enter a name for the item.

    You can enter a description as free text, or choose a stock item (if you use them).

    Tip: To find a stock item, type three characters from its stock code or name.

    Quantity *

    Enter the number of items you want to order.

    If you've selected a stock item, the item's units are displayed below the quantity. This just shows you how this product is generally bought, such as in individually (each), boxes, or bottles.

    Deliver By

    If you need the item by a particular date, enter a Deliver By date.

    Supplier **

    Select a Supplier, if you know who will supply the item.

    Tip: To find a supplier, type three characters from its code or name.

    Nominal Account **

    This is completed automatically with the nominal account Name if you have selected a stock item or supplier. The Code is shown underneath.

    You can change this if you know which account to use.

    • To find a nominal account, type three characters from its code or name.
    • To search for nominal codes with a particular cost centre (fund) or department, enter a slash / between the code, cost centre (fund) and department (nominal code / cost centre (fund) / department).

      For example:

      • Searching for /FAF/ will show all nominal codes with a cost centre (fund) of FAF.
      • Searching for 4//ADM will show all nominal codes starting with 4 and with a department of ADM.
    • If you have selected a combined budget, you may only be able to select nominal accounts that are included in that budget.

      This behaviour can be changed in POP Settings by selecting Nominal account is included in the chosen Combined Nominal Budget.

    Net Unit Price

    Enter the net price of the item.

    • The price is displayed if it's available for this stock item and supplier.
    • You can enter your own Net Unit Price for the item, if you know what it will cost. The expected VAT rate for the item is displayed.
    • If you've selected a supplier that uses a foreign currency, enter the price in the supplier's currency. The currency symbol for the supplier is displayed; e.g. you'll see a £ for pound sterling or EUR for Euros.
    • If you only know the gross price (incl. VAT), click Calculate Net. This calculates the Net and VAT from the gross price for you.

    Warehouse

    Select the Warehouse where the item should be delivered. If you've not set up additional locations, this will the Home warehouse.

    * You must enter the Item name and Quantity.

    ** You only need to enter the Supplier and Nominal account if you've set these to be required details in the purchase requisition settings.

    • Click Add to add the item to the requisition.

      You can keep adding more items to the requisition.

  2. If you use budgets, select the Combined Budget, which will only be used for this line in the requisition.

    Tip: To find a budget, type three characters from its name.

  3. When you've finished adding items, save or submit your requisition.
    • Select Save Draft if you want to come back and change the requisition before it's submitted.
    • Select Submit to send the requisition for approval. You can't edit the requisition once it has been submitted.

Add comments to a requisition

You can add comments to a requisition, for example you may want to add some notes for the person who will authorise it.

  • To add a comment to a requisition, select the Comments tab.

    The comment applies to all lines in the requisition, and can be seen by the authorisers and the purchaser.

Amend a draft requisition

You can amend a requisition that has been saved as a Draft, but not requisitions which are Submitted.

Open: Purchase Orders > My Purchase Requisitions in the Self Service web app.

Open: Purchase Orders > Purchase Requisitions > My Purchase Requisitions in the Sage 200 desktop.

  1. Select the requisition number in the Document No column.

    The requisition is displayed.

  2. Make any changes to the requisition.

    • To amend a line, select the Item Name from the list, then change the details and click Update.
    • To remove a line from a requisition, click Remove .
    • If you change the Combined Budget, it will only apply to this line in the requisition.

Useful info

How is the requisition processed?

  • The requester (the person who wants the items or services) enters a purchase requisition. They can submit the requisition if it is ready for authorisation, or save it as a draft if they need to come back and make changes.

    • The requester only needs to enter basic information, such as a description and quantity. If they know more details, they can include information such as the price, stock item code (if you're using stock items), supplier, budget, or warehouse. They can also include a comment to be read by the authoriser and purchaser.

    • Additional details required for the purchase order can be added later by the purchaser, when they generate the order.
  • The authoriser checks each individual line (item) from a requisition, and can approve or reject the line. The authoriser can also generate purchase orders for items.

    • The authoriser might be a line managerdepartment head, and/or the owner of the budget. The people who can authorise the requisition line will depend on authorisation rules. The authorisation rules control who can authorise the purchase requisition lines submitted by a particular person or for a particular budget.

      In schools, requisitions are typically entered against a budget, and the authoriser will be the budget owner, typically a head of department.

    • If the authoriser rejects the requisition line, they can include a comment for the requester to explain the reason.
    • The authoriser can generate purchase orders at the same time, provided that the requisition line details are complete and can be used to generate an order.
    • The authoriser can also add or amend lines in submitted requisitions (if you enable this option in POP Settings).
  • The purchaser checks all the approved requisition lines, completes and corrects any missing details, and then generates purchase orders for the requisition lines.

    • The purchaser may be someone who works in a purchasing role, such as the school administrator, they could be the same person as the authoriser.
    • The purchaser will need to complete any missing details in the requisition line, such as choosing a supplier, or selecting a stock item instead of a free text description. (Sage 200 desktop only)
    • The purchaser chooses how to fulfil the requisition line; for example, items may be need to be ordered, taken from existing stock, or ordered from multiple suppliers. (Sage 200 desktop only)
    • If there are multiple requisition lines for the same item, these are combined into a single purchase order from the same supplier.

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